The Medical School Office of Research has established several resources to help researchers at every stage of the grant process. From pre-award to post-award, here are some valuable resources to guide you through the grant process.
Grant Services & Analysis provides services with regards to proposal review and submission, research data analysis, and guidance on policies, projects and training. They review all proposals routed through eResearch Proposal Management (eRPM) and material transfer agreements involving Medical School faculty and/or space for compliance with school, university and sponsor guidelines. After receiving the official award, they provide faculty support for sponsored project post-award management.
Additionally, to help you navigate the vast resources available to you for your research project, the Medical School Office of Research maintains a guide titled "Managing a Research Operation." These resources provide “helpful tips” from veteran principal investigators, lab managers, and research administrators regarding human resources, finance, lab management, and safety and compliance.
POST-AWARD SPONSORED PROJECT MANAGEMENT
Post-Award Procedures Manual
The Post-Award Procedures Manual is a comprehensive manual that represents the consolidation of the Medical School post-award procedures and best practices. It is designed to serve the sponsored project post-award community, is based on the utilization of the Real-Time Financials modules, and is written with the assumption that the reader has a basic knowledge of post-award policies and University procedures.
For more Post-Award resources, visit the Grant Services & Analysis Post-Award page.
Research Procurement refers to the purchasing of goods and services that are required to carry-out research activities. The Medical School utilizes the Purchasing Request Form (PRF), found in the M-Pathways Financials & Physical Resources System to document the request, approval(s) and receipt of research goods and services.
Handling Salary Over the Cap
The "Over the Cap" excel spreadsheet is available to assist in calculating the over the cap salary amount. This spreadsheet walks you through capturing effort distribution over multiple projects, allows you to apply multiple caps to one individual capturing project award dates, and calculates effort and salary distributions (by project/grant) and includes the cumulative “over the cap” distribution to enter in the HR system. The spreadsheet is populated with the current DHHS salary cap but can be overridden as needed.
Effort Reporting - This link takes you to the Michigan Medicine site that houses the effort reporting policy. The policy details how Medical School and Michigan Medicine faculty and staff report time and effort.
Establishing Subaccounts - This policy describes when a subaccount should be expected and provided.
M-Reports is a web-based reporting tool that facilitates efficient analysis of financial, student, and human resources data and more to foster data-driven decisions. For more information, visit Information & Technology Services' Analytics & Reporting page.
The Medical School Regulatory Affairs provides an overview of the steps researchers must take to register their clinical trials on ClinicalTrials.gov. To learn more, visit their website. They also offer monthly training opportunities.
Sponsor & Investigator Reporting Requirements
Individual sponsors have different reporting requirements for research. Specific sponsor requirements for the reports are usually defined in the award package. The U-M Office of Research and Sponsored Projects Project Representatives can be contacted for any clarification that may be necessary.
Investigators and research staff are responsible for reporting information concerning the approved research to the IRB in a timely fashion. For more information, visit IRBMED's Adverse Events (AEs), Other Reportable Information and Occurrences (ORIOs), and Other Required Reporting.
Financial Operations (U-M Standard Practice for Department Record Retention)
NIH Grants Policy Statement, Part II: Terms and Conditions of NIH Grant Awards – Grantees generally must retain financial and programmatic records, supporting documents, statistical records, and all other records that are required by the terms of a grant, or may reasonably be considered pertinent to a grant, for a period of 3 years from the date the annual FSR is submitted. For further information, please refer to the NIH Grants Policy Statement.
The Food and Drug Administration (FDA) provides information about record retention in two sections of the Investigational New Drug Application:
- Subpart D, Sec 312.57 Record keeping and record retention
- Subpart D, Sec 312.62 Investigator recordkeeping and record retention
U-M's IACUC and ULAM have policies and guidance for record retention in animal studies including. For more information, visit the Animal Care & Use policies page.
At the end of a project there are important considerations to make sure the project comes to an orderly close. The University has an obligation to sponsors to submit a final technical and financial report. Reporting inventions or patents may be necessary. Closing procedures may vary, depending on the policies of the sponsoring agency and whether the support was in the form of a grant or contract. For more information, visit the Office of Research & Sponsored Projects' Closeout page.
The Finance office provides Sponsored Programs Project/Grant Closeout Checklists that assist with project close-out activities.